Vantage Point 360

 

• Aid in establishing event date, location, and timeline

• žReserve event location and negotiate venue contract including, but not limited to:

  • Rental fees

  • Food and beverage minimums

  • Bar

  • Deposits / final payment

  • Guarantees

  • Parking

• ž   Design, prepare, order, and send out event save the date, invitations/announcements, send out event reminders

• ž   Collect and track all meeting registrations and payments

• ž   Work with the committee chair and committee in the selection of entertainment, if and when appropriate for event

• ž   Negotiate entertainment contract, if and when necessary

• ž   Coordinate with venue event day of details including, but not limited to:

  • Timeline

  • Room set up

  • Food selection(s)

  • AV requirements, if any

  • Guest count

• ž Handle all event attendee preparation including, but not limited to:

  • Nametags

  • Guest List

  • Event program materials

• žDesign, prepare, and order event signage

• žDay of event, arrive at venue approximately one (1) hour prior to the start of the event to:

• Ensure the venue has been set up according to contract

• Set up and prepare the registration/greeting area including, but not limited to nametags and handout materials, if any

• Display any marketing materials and signage for marketing purposes

• žStay on premise for the event as deemed essential to address any and all issues that may arise

• žConfirm accuracy of charges and that payment has been processed according to contract by the venue

• žCoordinate with client’s accounting department to pay event expenses/invoices

• Meet with the committee chair and committee for wrap up meeting

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